Sr Administrative Coordinator, US Commercial

Role Summary

The Senior Administrative Coordinator will support the SVP, U.S. Commercial. The role provides high-level administrative support, coordinates travel, meetings, and events, and partners with the U.S. Commercial leadership team to enable efficient operations and cross-functional collaboration. The position requires handling confidential information with discretion and driving process improvements across the administrative organization.

Responsibilities

• Provide full range of administrative support for the Senior Vice President, U.S. Commercial, including organizing travel arrangements and preparing travel agendas and materials for the SVP.
• Proactively manage the U.S. Senior Leadership Team meetings, including agenda management, limited PowerPoint support, attendance management, meeting minutes, and coordination of follow-ups. Coordinates other key stakeholder group meetings as well.
• Plan, coordinate, and implement a large number of events of varying types and sizes, including department meetings, team-building events and other meetings.
• Understand the goals and objectives of the U.S. Commercial organization and help achieve them through supporting business operations and team events.
• Function as a senior administrative resource and role model, offering cross-training and backfill support to peers. Acts as a go-to-point of coordination for enterprise level needs, supporting the dissemination of key messages, process changes, and coordinated asks across the administrative community.
• Takes a leadership role in streamlining and updating U.S. Commercial procedures and policies as needed with the lens of continuous improvement.
• Experienced and comfortable dealing with high level executives as well as others in a professional manner.
• Can work with minimal supervision while asking for direction when needed and can take the lead as required to develop recommendations and drive to an agreed outcome.
• Serve as a trusted steward of sensitive and confidential information, applying sound judgment to determine appropriate handling, escalation, and distribution in alignment with Gilead policies, privacy standards, and “need-to-know” principles.
• Provide administrative and project coordination support across multiple ad hoc initiatives of varying scope. Assist with organizing project plans, monitoring progress, coordinating meetings and deliverables, and maintaining clear communication to support timely and effective project outcomes.

Qualifications

• Required: MA/MA and 0+ years relevant experience; OR BA/BS and 2+ years relevant experience; OR AA and 4+ years of relevant experience; OR High School diploma and 5+ years of relevant experience. Proficient computer skills in Microsoft Office Suite (Word, Excel and PowerPoint).
• Preferred: Possesses the ability to multi-task activities with significant business impact and prioritize effectively with minimal direction in the face of ambiguity; Demonstrates strong judgment in appropriately dealing with sensitive and confidential information; Customer- and team oriented; Proactively helpful and supportive to all stakeholders with a can-do attitude; Effectively organizes team resources around top priorities and influences to get things done; Strong business acumen and demonstration of business knowledge; Anticipates business needs and identifies focus areas in support of business objectives; Exercises discretion to make decisions on behalf of the leader/organization on areas of influence; Acts as a team player that collaborates and networks both within and outside of specific site/function/geography.

Skills

• Strong written and verbal communication skills

Education

• MA/MA and 0+ years relevant experience; OR BA/BS and 2+ years relevant experience; OR AA and 4+ years of relevant experience; OR High School diploma and 5+ years of relevant experience.